ACADEMIC RULES AND REGULATIONS
Academic Standing Advisory Committee
The Academic Standing Advisory Committee is a body whose duties shall be to
deliberate and recommend the appropriate actions regarding undergraduate probation,
suspension, reinstatement, continuance conditions; to deliberate and recommend the
appropriate actions regarding undergraduate and graduate grade disputes; to advise
the associate vice president for academic affairs on the actions recommended; and to
recommend policies on matters of academic standing to the Academic Council.
This committee consists of three faculty members appointed according to the
procedures outlined in the Faculty Handbook, and the following administrative
representatives appointed by the vice president for graduate and professional studies
and dean of the faculty: one member of the Office of Advising and Student Services and
one member of the support services division, such as the library or technology support.
The following members serve ex-officio: the director of advising and student services,
who shall act as chair; the vice president for enrollment, admissions and financial aid or
designee; and the registrar or designee.
If any faculty member appointed to this committee is involved in a dispute that comes
before the committee for deliberation, that faculty member shall be recused during
deliberation and resolution of the dispute. When required, the committee shall meet
three times a year (October, December/January, and May) to recommend academic
standing actions in a timely manner. Meetings will be called by the chair, only when
action is required.
Admission
Current admission requirements and standards for all undergraduate and graduate degree programs are published by the Office of Admissions. Degree students are classified as individuals who have been officially accepted into a degree program. The admission process requires a formal application, application fee, official transcripts from all previously attended institutions (including high school or equivalent for Bachelor of Professional Studies applicants) and other program-specific supporting documents. Students are responsible for becoming familiar with and fulfilling the requirements for admission to the degree or certificate programs.
Advance Registration
Students in good standing who are currently enrolled as degree-seeking students may continue their enrollment for the subsequent term by registering during advance registration as scheduled by the Registrar.
Application
To become an official candidate for admission to a graduate or undergraduate degree or certificate program, a student must complete the appropriate application form available in the Office of Admissions at the College of Graduate and Professional Studies or the Office of Admissions at the University’s Fredericksburg campus.
American Council On Education (ACE)
Students may receive credit for education and training that has been evaluated by the American Council on Education (ACE). This includes selected corporate and military training as well as course work and training completed through various other recognized professional schools and programs. Credit-award determinations are made in accordance with the academic policies and procedures that govern the University. Some ACE credit may not be consistent with the aims of the University and its degree programs, and therefore is ineligible for credit award. A maximum of 30 ACE credits can be awarded in the undergraduate program. All ACE credit is considered transfer credit.
Certificate Programs
Certificate programs focus on specific areas of knowledge and/or skill and contain a specified number of courses and credits to meet the occupational, professional, or personal improvement needs of well-defined audiences. Completion of such programs demonstrates that individuals have acquired competency in concentrated areas of study. All credits earned by a student in any CGPS certificate program or as a nondegree student may be applied toward a CGPS degree program if the courses qualify as degree requirements or electives and if the student matriculates into the degree program at least three terms (inclusive of summer) before graduation.
Certificate Requirements
Students are responsible for understanding and fulfilling the requirements for their
certificate program. Students are subject to certificate requirements in effect at the time
of acceptance into the program. To receive a certificate, a student must satisfy all stated
curriculum requirements. Students must submit an application to the Office of Advising
and Student Services for a certificate of program completion at least one term prior to
completing their certificate requirements.
Students pursuing certificates in organizational leadership, accounting, contracts
and procurement management, or project management have a maximum of six years
from time of acceptance into the certificate program until completion of the certificate
requirements. At the end of six years, students must reapply to the certificate program
in order to continue. Continuance in the certificate program requires the program
director’s approval in writing.
The College of Graduate and Professional Studies reserves the right to make changes
to certificate program requirements at any time. It is the student’s responsibility to
contact the program director to coordinate any changes in the student’s certificate
completion requirements.
College Level Examination Program (CLEP) for Undergraduate Students
The College Level Examination Program (CLEP) is administered by the College Board and individual exams are available throughout the year. There are two types of CLEP exams: the general exams—humanities, natural sciences, and social sciences/ history—and subject-specific exams. A complete listing of CLEP tests accepted by CGPS is available in the Office of Advising and Student Services. The tests are given by scheduled appointment at the College of Graduate and Professional Studies. Appropriate fees apply. Completion of CLEP credit after acceptance into a degree program must be approved by the Office of Advising and Student Services and/or the appropriate program director. Credit is awarded for the approved examinations based on American Council on Education (ACE) recommended scores. Credit award determinations are made in accordance with the academic policies and procedures that govern the University. All CLEP credit is considered transfer credit.
Commencement
Degrees are conferred and diplomas awarded during commencement at the conclusion of the spring term. Students who complete degree requirements during the summer or fall terms may request an official letter stating that the degree requirements have been met and that the degree will be conferred at the subsequent commencement. All official degree candidates are expected to attend commencement exercises. If attendance is not possible, a degree candidate must request, in writing, permission from the vice president for graduate and professional studies and dean of the faculty to graduate in absentia. The request must be presented to the vice president and dean at least two weeks before commencement. This request should include the reason for the absence and provide an address for the mailing of the diploma. Diplomas are mailed following the commencement exercises.
Participation in commencement exercises is limited to those official degree candidates who have completed all degree requirements. All final grades for all courses (University and transfer) must be on record and the record approved for graduation by an official of the University before a student will be permitted to participate in the commencement ceremony.
Continuance After Interrupted Enrollment
Students who are on approved leave for one to two terms, excluding summers, will
be allowed to reenroll and continue with degree requirements in effect prior to their
approved absence, provided the University continues to offer the previously approved
programs and courses. If the programs and/or courses are no longer available, the
appropriate academic program will be identified and reasonable substitutions will be
offered.
Students who interrupt their enrollment for one term or for two consecutive terms,
excluding summers, and who have not been approved for a Leave of Absence, or whose
Leaves of Absence have expired, must be cleared for reenrollment. Such students must
complete the appropriate reenrollment forms through the Office of Advising and Student
Services before being allowed to register for additional courses.
Students who interrupt their enrollment for three consecutive terms or more,
excluding summers, must apply for readmission through the Office of Admissions.
If the cumulative grade-point average (GPA) at the time of the interruption in
academic study is lower than 2.0, a petition for reenrollment must be submitted to the
Academic Standing Advisory Committee for permission to reenroll for a specific term.
Further information on Probation, Suspension and Dismissal is available in this
section under Student Academic Progress.
The Office of Advising and Student Services may grant permission for academic
bankruptcy to any undergraduate student who wishes to reapply to the University, if the
following conditions are met:
• The student’s cumulative GPA was lower than 2.0 at the last date of attendance;
and
• The last date of attendance was at least seven years prior to reapplication.
Continuance After Leave of Absence
Students on an approved Leave of Absence may continue their University enrollment in the term immediately following the approved Leave of Absence, without altering their degree requirements, by registering for classes during advance registration. Further information on Leave of Absence is available in this section.
Continuance After Suspension
Undergraduate students who are suspended academically for the first time and who wish to continue must petition the Academic Standing Advisory Committee for permission to reenroll for a specific term. If the petition is approved, the Advisory Committee will extend reinstatement conditions to the student. By reenrolling, students accept and agree to the reinstatement conditions as specified. Further information on Probation, Suspension and Dismissal is available in this section under Student Academic Progress.
Continuance After Withdrawal During the Term
At the time of withdrawal, undergraduate students who have a cumulative University
grade-point average (GPA) of at least 2.0 can file a Leave of Absence with the Office
of Advising and Student Services. When filed, students are ensured continuance at the
University. If a Leave of Absence is not filed, students will be eligible for continuance
by completing the appropriate reenrollment forms through the Office of Advising and
Student Services if the student returns to the University within three terms, excluding
summers. Undergraduate students with a cumulative University of Mary Washington
GPA lower than 2.0, who withdraw during the term, are not ensured continuance at
the University. They must petition the Academic Standing Advisory Committee for
permission to reenroll.
Graduate students should consult the appropriate graduate program continuance
policy for information about processes within their programs.
Continuance While on Academic Probation
Undergraduate students placed or continued on academic probation may earn 12 subsequent credits at the University following the academic probation action. After completing these 12 credits, their academic status will be reviewed and appropriate academic action taken at that time.
Credit by Examination
Enrolled, degree-seeking, undergraduate students may request a special examination
from the program director of any undergraduate program on any College course for
which an examination is appropriate. However, it is at the discretion of the program
director and faculty to assess whether credit-by-examination for a course is deemed
appropriate. If a student passes the examination with a grade of C or higher, the course
and grade of CR will be recorded on the student’s permanent academic record to
indicate credits earned, but quality points will not be awarded. If the student earns lower
than a C on the examination, it is considered a failure. If the examination is failed, a
grade of CI will be recorded. Should the latter occur, the student must enroll in the
course in the next term that it is offered. The student’s earned grade, with the attendant
quality points, will replace the grade CI. Should the student not enroll, the CI will be converted to the grade of F. (Information on credit-by-examination fees can be obtained
from the University’s Office of Student Accounts, 654-1250.)
Upon approval by the program director and the director of advising and student
services, credits earned through credit-by-examination may apply to the program core,
program concentration, general education requirements, or elective requirements.
Credit-by-examination is not available for program capstone courses, selected technology
courses, seminars, directed study courses and certain courses that require a practicum or
a research project, or courses designated as writing and/or speaking intensive. Students
may not use credit-by-examination for any courses they are or have been enrolled in.
Requests for credit-by-examination will be reviewed only for those courses listed in the
current CGPS Academic Catalog. No more than 10 credits may be earned through
CGPS credit-by-examination.
Credit-by-examination is not an option for CGPS graduate-level course work.
Credit Through Standardized Testing
The University accepts many of the College Level Examination Program (CLEP) and DANTES Subject Standardized tests as undergraduate transfer credit. Students may earn credit by meeting the CGPS minimum required score on selected CLEP or DANTES tests; these credits may be used to fulfill general education and other requirements or as elective credits. CGPS follows American Council on Education (ACE) recommended guidelines for CLEP and DANTES exams as minimum scores for granting credit. A maximum of 30 credits by examination may be counted toward the degree. Students should consult the Office of Advising and Student Services for information on specific CLEP or DANTES exams that are accepted by CGPS. CLEP tests are administered at CGPS. Students should contact the testing administrator for more information at 286-8012. Further information on testing is available in the Academic Resources section. DANTES exams are offered only on military installations. After acceptance into the MBA program, students must obtain approval from the program director before taking CLEP and DANTES exams to satisfy MBA foundation course requirements.
Degree Application
The Degree Application must be submitted to the Office of the Registrar one year prior to the anticipated graduation date. While all other degree requirements may have been met, no student is allowed to graduate unless this application has been filed appropriately. Degree Applications are available in the CGPS Office of Advising and Student Services or in the University’s Office of the Registrar on the Fredericksburg campus.
Degree Plan
The Degree Plan for undergraduate students itemizes and allocates credits already earned, lists the course work to be completed and indicates an approximate timetable for completion of the Bachelor of Professional Studies (BPS). After the student earns 70 credits, it is essential that the Degree Plan be completed and approved by the student, the faculty advisor, and the Office of Advising and Student Services. The Degree Plan cannot be approved unless submitted in the proper format. Students may download an electronic version or secure a hardcopy of the Degree Plan form by contacting the Office of Advising and Student Services.
Degree Requirements
Undergraduate students are subject to degree requirements in effect at the time of matriculation into the program. To graduate, students must satisfy all stated curriculum requirements. Additionally, students must (1) submit a Degree Plan for approval upon earning 70 credits; (2) file a Degree Application with the Office of the Registrar one year prior to graduation; (3) have an earned overall minimum 2.0 grade-point average (GPA) and have an earned minimum 2.0 GPA in the degree concentration; and, (4) complete a Degree Audit check with the enrollment administrator or designee one full term prior to planned graduation. Students who interrupt their enrollment may be subject to new degree requirements upon their return. Additional information on continuance policies is available in this section.
Dual Concentrations
An undergraduate student may choose to complete more than one Bachelor of
Professional Studies (BPS) concentration by requesting permission from the appropriate
program director and the Office of Advising and Student Services. In the case of
dual concentrations, the maximum degree credit overlap permitted between the
concentrations is 12 credits. Completion of more than one concentration will not result in
the awarding of dual BPS degrees.
A matriculated MBA student can complete multiple concentrations if the requisite
course work in each concentration is successfully completed. No more than one course
will be allowed to overlap between concentrations. Completion of more than one
concentration on the graduate level will not result in the awarding of more than one
graduate degree. Completion of an additional concentration after graduation will require
that students earn a minimum of 12 credits in the appropriate area.
Exams
Final examinations and other culminating assignments are scheduled at the end of each course regardless of the course length. Students who fail to take a required final examination or who fail to submit a final culminating assignment have not completed the course requirements and, therefore, fail the course. In accordance with Honor Council procedures, a student is required to pledge to disclose neither the contents nor the form of any examination until after the conclusion of the examination period.
Conflicts
Students who have more than two examinations scheduled on the same day may elect to have one rescheduled. Students shall decide which examination should be rescheduled and then consult with the instructors. It is the student’s responsibility to initiate this process early in the term so that the student’s revised examination schedule has been approved by the Friday preceding the last week of classes. The make-up date will be decided by mutual agreement of the instructors and the student and, if necessary, through consultation with the director of advising and student services. Requests by students whose religious beliefs preclude taking an examination on specific days will be honored.
Illness or Emergencies During the Examination Period
Any illness or emergency that prevents a student from taking a scheduled final examination should be reported to the Office of Advising and Student Services prior to the examination. The student should provide his/her name, the title of the course, name of the instructor and time of the examination. The Office of Advising and Student Services will notify the instructor, and it is then the student’s responsibility to contact the instructor to arrange a make-up examination. If a make-up exam cannot be arranged prior to the grade submission deadline, the student must notify the Office of Advising and Student Services.
Grading
Appeal, Grade (Academic Dispute)
If there is a dispute between a student and an instructor concerning a grading
decision, every effort should be made by the two of them to resolve the matter. If the
disagreement cannot be resolved, the student may request a review of this decision no
later than the end of the subsequent term, recognizing that the burden of proof is on the
student. In such cases, the following procedure is to be followed:
1. The student will submit a written statement of the dispute, with supporting
material and documentation, to the appropriate program director and the
faculty member. If the faculty member is the program director, the student
should include the associate vice president for academic affairs during this step.
2. Within two weeks, the program director (or associate vice president for
academic affairs) will review the dispute, through discussion and review of
documentation, with the instructor, student, and other appropriate individuals.
If agreement is reached at this level, the process ends.
3. If either party does not accept the recommendation of the program director
(or the associate vice president for academic affairs), the program director (or
associate vice president for academic affairs) will forward all documentation and material including the recommendation to the associate vice president for
academic affairs (or the dean of the faculty, in the case of the faculty member
being the program director).
4. The faculty member will submit a statement summarizing the grade dispute
situation to the associate vice president for academic affairs or dean of the
faculty.
5. The associate vice president for academic affairs (or dean of the faculty) will
review the documentation and material submitted and will determine whether
further consideration of the matter is required. If further consideration is not
required, the associate vice president for academic affairs will render a final
decision. If the associate vice president for academic affairs deems that further
consideration is needed, the matter will be referred to the Academic Standing
Advisory Committee to mediate the dispute. Information on the Academic
Standing Advisory Committee is available in this section.
Attendance
Class attendance is a primary responsibility of students, and regular and punctual class attendance is expected. While an occasional absence may be unavoidable, the student is responsible and accountable for any work missed, including tests, quizzes, assignments, and announcements made in any missed classes. It is entirely at the discretion of the faculty whether to allow students who are absent to make up any missed work. Class participation may in itself be a criterion for grading; failure to participate due to being absent can be expected to affect a student’s grade in the course.
Grade Change
Instructors may submit grade changes for students who have submitted work after completing the course requirements, for a miscalculation resulting in an inappropriate grade, or to correct an error. Instructors may submit changes only during the term immediately following the term during which the grade was assigned. The associate vice president for academic affairs or the director of advising and student services must approve all grade changes. Grades will not be changed after a degree has been conferred or a certificate has been awarded.
Grade Type Change
Students may change grade type—letter grade to pass/fail or pass/fail to letter grade—for a registered course any time during the time period published in the University’s Guide to Registration. After that time, the registered grade type will be the one used by the faculty to evaluate a student’s performance in the course. Pass/fail grades may not be used to satisfy general education, foundation, core, or concentration requirements.
Incomplete Grade
Incomplete grades are issued on a case-by-case basis when students cannot complete the assigned work and/or final examination for a particular course due to unforeseen circumstances, e.g., illness, natural disaster or family catastrophe. A grade of I is issued in lieu of an actual grade for the course. To secure permission for an incomplete grade, the student and faculty member must file an Incomplete Grade Contract clearly stating the reason for the incomplete, the work to be completed, and the due date. Supporting documentation may be required. The incomplete grade contract must be approved by the appropriate program director and filed with the Office of Advising and Student Services and the Office of the Registrar. If appropriate, students must drop any subsequent course for which the incomplete course is a prerequisite. Students must complete the course work by the end of the following term, whether enrolled in University course work or not for that term, or by the specified contract date. A grade of F will be applied automatically to the course after the completion deadline has passed if the student fails to complete the work or the faculty member submits no other grade.
Pass/Fail
Students may choose to have their academic performance in particular courses evaluated on a pass/fail basis. No more than four courses in a student’s degree program may be taken pass/fail; courses taken pass/fail can only be used for elective credit and such courses cannot be used to fulfill concentration, core or general education requirements. Students may enroll in no more than one pass/fail course per term.
Reports, Grade
Official grade reports are made available through the online Banner system to students from the Office of the Registrar at the conclusion of each term. The University uses the following grading system to evaluate student academic performance in courses:
| grade | quality points | grade | quality points | grade | quality points | grade | quality points |
| A | 4.00 | B+ | 3.30 | C+ | 2.30 | D+ | 1.30 |
| A- | 3.70 | B | 3.00 | C | 2.00 | D | 1.00 |
| B- | 2.70 | C- | 1.70 | F | 0.00 |
FA ..............Failure in a pass/fail course
G ...............Delayed grade
I ............... Incomplete
NC .......... No Credit
NG .......... Audit
PA ............Pass
W .............Course drop
FA, G, I, NC, NG, PA, and W all result in 0.00 quality points.
Note: The MBA program does not use C-, D+ or D to evaluate student academic
performance.
Transcripts
The transcript is the student’s official academic record and is maintained by the
Office of the Registrar. Transcripts list (1) only those courses that students have registered
for and completed, including courses from which the student has withdrawn, (2)
transferred course work, and (3) related comments such as honors notations, graduation
dates, or probation/suspension notices.
Students may request transcripts of their academic records from the Office of the
Registrar only in writing and with signed authorization by the student. Facsimile requests
can be honored. Official transcripts may not be released for students who have financial
obligations to the institution.
Leave of Absence
Degree students who interrupt their program of study, either by withdrawing during
a term or by not enrolling at the College of Graduate and Professional Studies (CGPS)
for a term, but who wish to return after a given period of time away must request an
official Leave of Absence prior to the beginning of the first term of absence or at the
time of withdrawal during a term by contacting the Office of Advising and Student
Services. Degree students who do not attend classes at the University, and for a specific
period of time attend courses at another institution, also must request a Leave of Absence
to remain on active status in their degree program. A Leave of Absence lasts for two
consecutive terms, excluding summers.
Degree students who leave the institution with an approved Leave of Absence may
return to study and continue their degree program as specified in the catalog in effect
at the time of their initial admission to the program in accordance with the approved
leave dates. If changes have been made to the academic program while a student is on
approved Leave of Absence, and courses are no longer offered, the student will work with
the Office of Advising and Student Services and the appropriate program director to
identify courses necessary for satisfaction of program degree requirements.
Undergraduate degree students who do not request a Leave of Absence and who fail
to register for three consecutive terms, excluding summers, will be required to apply for
readmission to the program through the CGPS Office of Admissions. Undergraduate
degree students who do not request a Leave of Absence but return to study within three
consecutive terms, excluding summers, must complete the appropriate reenrollment
forms and may be subject to review by the Academic Standing Advisory Committee.
A Leave of Absence will be granted only to undergraduate students who leave the institution with a minimum overall cumulative 2.0 grade-point average (GPA) and to graduate students with a minimum overall cumulative 3.0 GPA.
A graduate degree student on Leave of Absence who reenrolls within one term after
the approved Leave of Absence will be permitted to complete the degree program and
satisfy the requirements in effect when the student began. Graduate students who do
not request a Leave of Absence and return within three consecutive terms, excluding
summers, will be required to comply with any changes in academic regulations and degree requirements made during their absence. Additionally, those graduate students
not on official Leave of Absence may be subject to review by the appropriate graduate
program Continuance Committee and may have additional requirements set for
reenrollment by the appropriate graduate program Continuance Committee.
Both graduate and undergraduate students who have not attended the College of
Graduate and Professional Studies for more than three consecutive terms, excluding
summers, must apply for readmission to the appropriate degree program through the
CGPS Office of Admissions.
Nondegree Status
Students who enroll in courses but have not been accepted into any degree or
certificate program are defined as nondegree students. The same academic rules,
regulations, and procedures that govern degree students also govern nondegree students.
All credits earned by a student in any CGPS certificate program or in a nondegree
status may be applied toward a College degree program if the courses qualify as degree
requirements or electives and if the student matriculates into the degree program at least
three terms (inclusive of summer) before graduation.
A nondegree undergraduate student whose cumulative grade-point average falls
below 2.0 must secure permission from the Office of Advising and Student Services for
continued enrollment. If continued enrollment is granted, restrictions will be placed on
the number of credits and courses the student is allowed to enroll in until such time as
the cumulative grade-point average reaches a minimum of 2.0. Nondegree students are
allowed to register for up to 10 credits per term.
Post-Baccalaureate Concentrations and Post-Baccalaureate Degrees
A student who has earned a BPS from the College of Graduate and Professional Studies and wishes to pursue further undergraduate work may either complete an additional concentration and have it noted on the permanent record (with the date of completion) or earn a second degree from the University if it is different from the first degree (for example, a B.A., B.S., or BLS if the first degree was a BPS). For the second degree, a student must be admitted and then earn at least 30 additional credits at the University, including the concentration and the general education requirements listed in the current catalog. A student who has earned a bachelor’s degree at another institution, provided it is regionally accredited, must enter CGPS as a transfer student and then complete the concentration, general education requirements and any other requirements for the second degree as defined by the current catalog.
Readmission
Students who do not enroll for three continuous terms, excluding summers, must apply for readmission through the CGPS Office of Admissions. Students who are readmitted are subject to the degree requirements in effect at the time of readmission.
Reenrollment
All University degree-seeking students in good academic standing who enroll each term, without interruption, are considered continuing students. Students maintain reenrollment status by completing advance registration each term through the Office of the Registrar.
Reinstatement
Undergraduate students who meet any of the following criteria must request
reinstatement in writing from the Academic Standing Advisory Committee:
• Students with a University cumulative grade-point average (GPA) below 2.0 who
voluntarily withdrew from the University during the previous term;
• Students on academic suspension;
• Students who have served a period of suspension and did not reenroll during the
term immediately following the conclusion of their suspension; and
• Students on an official Leave of Absence who did not enroll during the term
immediately following the conclusion of the approved leave period.
The Committee also considers appeals by students concerning the duration of academic suspension and has the authority to establish and enforce reinstatement criteria.
Resident Credit
Resident credit is University course work that is used toward a University degree or certificate. Resident credit can be awarded through courses, internships, and directed study.
Speaking Intensive Requirement
The Bachelor of Professional Studies program requires students to complete two
Speaking Intensive courses. Speaking Intensive courses use speaking activities appropriate
to the subject matter and the goals of the course as a means to increase student learning
in the course and to develop oral communication competence. To be designated as
Speaking Intensive, a course must address the objectives stated for Speaking Intensive
courses that are appropriate to the goals of the course. At a minimum, the course must:
• Use required and graded student speaking assignments that are an integral part of
the pedagogy of the course;
• Provide students with a body of communication principles and theory relevant to
the speaking activities employed in the class;
• Use a developmental approach, offering students more than one speaking
opportunity and providing students with guidance as they prepare to speak; and
• Provide students with feedback from the course instructor about their grasp of
course content and effectiveness in expressing it as revealed through speaking
activities in the course.
Student Academic Progress
Academic Standing
Evaluation of academic standing for full-time and part-time students is based on the total number of University credits attempted and the overall University cumulative grade-point average (GPA). Grades of PA, SA, UN, and W are not considered in calculating the University GPA. In determining academic standing, the number of credits will include all accepted AP, IB, CLEP, portfolio, and transfer credits as well as University credits; the GPA, however, will be based on University credits only.
Academic Bankruptcy
Academic Bankruptcy releases undergraduate students from prior poor academic performance at the University. Students may request and declare academic bankruptcy for those courses taken at least seven academic years prior to the time of readmission. Academic bankruptcy must be declared at the time of readmission and can be claimed no more than once in a student’s career. With the declaration of academic bankruptcy, course work that is at least seven academic years old and in which grades lower than C have been earned will not be counted in the calculation of the GPA. The director of advising and student services and the University’s Office of the Registrar must approve permission for academic bankruptcy.
Academic Probation
CGPS undergraduate students placed on probation may continue their enrollment until they complete an additional 12 graded University credits. Nondegree students who have been placed on probation must petition the Academic Standing Advisory Committee to return as nondegree-seeking students. If they wish to become degree seeking students, the Academic Standing Advisory Committee will consider their case as part of the admission process. Undergraduate students on probation who achieve an overall cumulative University GPA of 2.0 or higher will be returned to good academic standing. Students previously on probation whose overall cumulative University GPA again falls below a 2.0 will be returned to probation.
As appropriate, a notation of probation status is entered on the student’s permanent record. Students placed on academic probation are required to consult with an academic advisor.
Classification of Student Level
Undergraduate students are classified by level based on earned credits:
Freshman .......................... 0 to 29 credits
Sophomore ....................... 30 to 59 credits
Junior ................................ 60 to 89 credits
Senior ................................ 90 or more credits
Students who enter CGPS as degree-seeking students at the master’s level or who
enter a certificate program that requires an earned bachelor’s degree are classified as
graduate-level students. However, students who are enrolled in certificate programs that
do not require a bachelor’s degree or who are taking classes as nondegree students will
not be classified by the above student levels.
Probation, Suspension and Dismissal
The purpose of probation, suspension and dismissal is to warn students that their
academic performance is unsatisfactory, to stimulate them to improve their performance,
or to serve notice that the institution will not allow them to continue.
All undergraduate University students are expected to make satisfactory academic
progress by maintaining a 2.0 overall cumulative GPA, the standard required for
graduation. Students who fall below a 2.0 overall cumulative GPA are in academic
jeopardy and are subject to the University’s probation, suspension, and dismissal policy.
All undergraduate students who have completed 12 or more University graded credits
will be reviewed at the end of each term. This action is taken regardless of the number of
terms completed and includes BPS, graded certificate programs and nondegree students
registered through CGPS.
Progress, Academic
Academic progress is based on students’ earned grade-point averages (GPA). The term GPA is based on the quality points earned from all attempted course work during a given term. The cumulative GPA is based on the quality points earned from all attempted course work while in attendance at the University.
Reinstatement After Suspension for Undergraduate Students
First-time or second-time suspended students who wish to reenroll must notify the Academic Standing Advisory Committee, in writing, of their intent to return to the University at the conclusion of their suspension period. Guidelines for petitioning the Academic Standing Advisory Committee are available in the Office of Advising and Student Services. Reinstatement petitions must be received in the Office of Advising and Student Services by March 15 to be considered for fall or summer term reenrollment or by November 15 to be considered for spring term reenrollment. The Advisory Committee will extend provisions for reinstatement to students, who, upon registering for classes accept the provisions and thereby are ensured continuance at the University during the term immediately following the conclusion of the suspension period, provided the provisions are adhered to.
Suspension/Dismissal for Undergraduate Students
Students in academic difficulty are granted a probationary period, with at least
12 graded credits allowed before determining their status with the University. College
of Graduate and Professional Studies (CGPS) students who do not make satisfactory
progress while on probation will be suspended/dismissed. As appropriate, a notation of
the student’s suspension/dismissal status is entered on the student’s permanent record. A
suspended student may not enroll in any classes at the University until his/her period of
suspension expires.
Courses taken at other institutions while a CGPS student is on suspension from
the University—academic, disciplinary, or honor—are not accepted by the University
for transfer credit and will not fulfill any degree requirement. Prior permission for
future transfer work is automatically revoked when a student is suspended/dismissed.
A dismissed student is ineligible to obtain a degree from the University or to continue
enrollment in courses offered by the University for a minimum of seven years.
The academic records of all CGPS students on probation are subject to review for
academic suspension/dismissal at the conclusion of an additional 12 graded credits after
the initial action.
First Suspension – One-term suspension. Appeal reviewed by the
Academic Standing Advisory Committee. The student will be ineligible to attend
the subsequent term, but he/she would be eligible to return for the following
term. Further information on Reinstatement After Suspension is available in
this section.
Second Suspension – Two-term suspension. Appeal reviewed by
the Committee. The student will be ineligible to attend the two subsequent
terms, but he/she would be eligible to return for the following term. Further
information on Reinstatement After Suspension is available in this section.
Dismissal – Permanent suspension. No appeal to the Committee possible. A
dismissed student is ineligible to obtain a degree or certificate from the University or
to continue enrollment in courses offered by the University regardless of the
degree/certificate/nondegree program until such time as seven full calendar years
have elapsed. This action occurs at the end of the third probation period if the
cumulative GPA is below 2.0.
Any student placed on suspension may appeal the suspension to the Academic Standing Advisory Committee. This Committee considers suspension appeals by students and can modify a suspension term when such is deemed appropriate. This Committee also has the authority to establish and enforce reinstatement provisions for students returning after the completion of suspension periods.
Technology Proficiency
Students seeking degrees at CGPS will demonstrate technology proficiency through course work in the degree programs. All degree programs include extensive use of technology in all course offerings. This technology includes, but is not limited to, word processing, spreadsheets, e-mail, and library research. Information/library literacy proficiency will be a component of instruction for students to ensure their success in undergraduate- and graduate-level course work.
Transfer Credit After Matriculation
After admission to degree programs at CGPS, students may use courses taken at other colleges and universities to meet CGPS degree requirements by obtaining prior approval from the director of advising and student services. All transfer courses must be approved in advance in order to receive transfer credit. Courses to be counted in the concentration must also be approved by the program director. Preapproved transfer credit will be applied to a degree only if the Office of the Registrar receives an official transcript of that course work by the University’s final deadline. Transfer course work must have a recorded grade of C or higher for undergraduate students and B or higher for graduate students. Students should consult the Office of Advising and Student Services for specific information about transfer credit limits, procedures and deadlines.
Transfer Credit Before Matriculation
For undergraduate students, transfer credit will be awarded only for previously completed, graded course work taken at a regionally accredited college or university at which a grade of C or higher has been earned. All credit must represent college-level course work relevant to the degree, with content and level of instruction resulting in student competencies at least equivalent to those of students enrolled in CGPS degree programs. No more than a total of 90 transfer semester credits will be accepted toward any CGPS degree. Within that 90-credit total, a maximum of 30 American Council on Education (ACE) credits, a maximum of 30 University portfolio credits and a maximum of 30 credits completed by standardized testing (i.e., CLEP) can be recognized. University students who have earned more than 30 credits at the University may not transfer into a different degree program or enroll in a new degree program unless they have not actively pursued studies in a University undergraduate degree program as a student (degree or nondegree status) for a period of at least one year prior to admission into the subsequently requested degree program.
For graduate students, transfer credit will be awarded only for previously completed,
graded course work taken at a regionally accredited college or university at which a B or
higher has been earned. All credit must represent graduate-level course work relevant
to the degree and must be approved by the appropriate graduate program director and
the Office of Advising and Student Services. Students should review graduate program
guidelines for limits on the number of acceptable transfer credits.
In assessing transfer equivalencies for undergraduate and graduate programs, CGPS
will use a combination of recognized guides, internal policies and faculty expertise to
assist in the evaluation of previously completed course work.
Virginia Community College System (VCCS) Articulation Agreement for Undergraduate Students
Transfer students who have earned a Virginia Community College System, SCHEVapproved
transfer degree, as of fall 1993, prior to matriculation at CGPS are considered
to have fulfilled lower division general education requirements for the Bachelor of
Professional Studies program. The VCCS, SCHEV-approved transfer degrees are
generally Associate in Arts (A.A.), Associate in Science (A.S.), and Associate in Arts
and Sciences (AA&S), but not all General Studies degrees are approved by SCHEV for
transfer. (For more information, contact the CGPS Office of Admissions.) The VCCS
degrees do not fulfill across-the-curriculum requirements or upper division general
education requirements. Students who have earned an applied associate’s degree, or
who have not completed a degree, must meet specific lower division general education
requirements. Further information on general education requirements in the
Bachelor of Professional Studies may be found in the BPS section of this catalog.
University of Mary Washington has direct transfer agreements with Germanna
Community College, Lord Fairfax Community College, Northern Virginia Community
College, and Rappahannock Community College. Students who earn an associate
degree at one of these colleges with a GPA of at least 2.0 are guaranteed admission to the
Bachelor of Professional Studies program.
Writing Intensive Requirement
The Bachelor of Professional Studies requires students to complete two Writing Intensive courses. A Writing Intensive course must require at least 12 pages of clear prose in formats appropriate to the discipline involved, e.g., essays, laboratory reports, translations, creative writing, and letters.